Explanation
BACKGROUND: The Central Ohio Data Sharing Initiative was awarded funds through the FY 2007 COPS Technology Program (pursuant to Ordinance #1607-2007) for the purchase of standardized hardware/software, including a web-based mugshot system. Per Ordinance 1428-2013, passed on July 15, 2013, the City of Columbus Director of Public Safety entered into a two (2) year contract for maintenance and support. This two (2) year maintenance agreement has ended and the City of Columbus, Division of Police is in need of a one (1) year maintenance and support agreement at the cost of $25,136.00. In addition, to the maintenance and support agreement, the Mugshot Database System is in need of an upgrade. This upgrade will improve the software needed to run the mugshot system and to replace any outdated cameras, resulting in a cost of $15,548.00. DataWorks Plus is a sole source provider for the maintenance and support of the Mugshot Database System. This ordinance authorizes the Director of Public Safety to enter into contract with DataWorks Plus for one (1) year maintenance and support agreement with upgrades for the Mugshot Database System for a total expenditure of $40,684.00.
BID INFORMATION: This maintenance and support agreement was not bid out because DataWorks Plus is a sole source provider of these services due to the fact that it has proprietary rights to the Digital Photo Manager, Web Works, and FR Template Management Software. These items are the hardware and software that comprise the Mugshot Database System and for which DataWorks will be providing maintenance and support.
FISCAL IMPACT: The funding for this maintenance and support agreement has already been appropriated and authorized by Ordinance 1049-2015 (Law Enforcement Seizure Funds) passed on 5/4/2015. There is no impact on the General Fund due to this purchase.
CONTRACT COMPLIANCE: 57-1104887, expires 6/21/15
Emergency Designation: Emergency legislation is necessary in order to continue the maintenance and support of the Mugshot Database system through January 31, 2016.
Title
To authorize and direct the Director of Public Safety to enter into contract with DataWorks Plus for maintenance services, support, and upgrades to the Mugshot Database system for the Division of Police in accordance with the provisions of sole source procurement, to authorize the expenditure of $40,684.00 from the Law Enforcement Seizure Fund; and to declare an emergency. ($40,684.00)
Body
WHEREAS, the Public Safety Department, Division of Police, is in need of a one (1) year maintenance and support agreement with DataWorks Plus, and
WHEREAS, the Public Safety Department, Division of Police, also needs to upgrade the Mugshot Database System from DataWorks Plus, and
WHEREAS, the funding for this maintenance and support agreement, and the system upgrade, has already been appropriated by Ordinance 1049-2015 passed on 5/4/2015; and
WHEREAS, it is in the best interest of the City to enter into this contract in accordance with the relevant sole source provisions of the City of Columbus Codes; and
WHEREAS, an emergency exists in the usual daily operation of the Division of Police, Department of Public Safety, in that it is immediately necessary to authorize and direct the Director of Public Safety to enter into contract with DataWorks Plus for the purchase of maintenance and support services with any upgrades for the preservation of the public health, peace, property, safety and welfare; now, therefore
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the City of Columbus Director of Public Safety be and is hereby authorized and directed to enter into contract with DataWorks Plus to purchase maintenance and support services and upgrades.
SECTION 2. That the expenditure of $40,684.00, or so much thereof as may be needed is hereby authorized as follows
DIV 30-03 | FUND 219| OBJ LEV (01) 03 | OBJECT LEV (03) 3372 | OCA# 219017 | SUB-FUND 017|
SECTION 3. That said contract shall be awarded in accordance with the sole source provisions of Chapter 329 of the Columbus City Code.
SECTION 4. That the funds necessary to carry out the purpose of this ordinance are hereby deemed appropriated, the City Auditor shall establish such account codes as necessary.
SECTION 5. That for the reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is hereby declared to be an emergency measure and shall take effect and be in force from and after its passage and approval by the Mayor or ten days after passage is the Mayor neither approves or vetoes the same.